Alumni and Development Office Coordinator (Administrative Generalist Coordinator) at Indiana University in Bloomington, Indiana

Job Description:

Department



MAURER SCHOOL OF LAW (BL-LAWS-IUBLA)



Department Information



Founded in 1842, the Indiana University Maurer School of Law is the oldest public law school in the Midwest. Located on Indiana University's flagship Bloomington campus, the Law School provides students exceptional legal education and is unmatched for the beauty of its surroundings. It is the highest-ranked public law school in Indiana and in the top 25 among public law schools nationally. Preeminent faculty, dedicated and talented staff, and engaged alumni make up the law school's caring and inclusive community.

The Law School is committed to hiring and developing staff, with diverse backgrounds and life experiences, who want to work in a high performing and collegial environment that supports the outstanding work of our students and colleagues.



Job Summary



Department-Specific Responsibilities

• Develops and compiles donor and alumni data, information, and reports to support the analysis and decision making related to alumni and development contact management.


• Assists alumni and development professionals with administrative tasks necessary to implement their annual plans.


• Oversees the administrative and clerical functions related to the School's alumni and development activities.


• Consults with the School's Data Systems Analyst Programmer, Assistant Dean of Development, and the Assistant Dean for Alumni Relations and Engagement to define data system design and needs.


• Performs custom data queries and develops reports for analysis and decision making for alumni and development staff.


• Ensures all alumni and donor records are updated and accurate, which may include researching external sources for updated alumni and donor information and consulting with IU Foundation/IUAA (Crimson database) on records and data accuracy resolution.


• In coordination with the School's Data System Analyst Programmer, works to ensure that all alumni data entry into the school's database is consistent across the Law School.


• Assists Alumni and Development professional staff to execute annual plans, including but not limited to developing reports for analyzing donor activity; researching alumni for awards and solicitation; supporting professional staff during travel which includes organizing travel and ensuring proper reimbursement.


• Helps to coordinate and execute alumni recognition program which includes prospect research, overall event management, and attending events.


• Oversees the alumni class notes program, which involves writing summaries, and overseeing the process of congratulatory notes being sent from the Dean.


• Prepares donor acknowledgment letters and organizes and maintains donor gift closet.


• Performs and oversees general office support activities for the Alumni and Development offices and serves as the primary office contact including overseeing the general email account and phone; training and supervising temporary employees to perform support services for mailings, alumni events, and special projects; and ensuring full office coverage.


• Oversees opening, sorting, routing of incoming mail, answers correspondence, and prepares outgoing mail and accountable (high security) mail.


• Oversees Alumni and Development budgets, including budget forecasting and development; vendor consultation and transaction processing to ensure timely delivery of goods and services, invoicing, and payment; monitoring of all office income, budgets, and encumbrances; consults with the School's Business Office to execute all deposits with Indiana University Alumni Association and the IU Foundation and consults with the School's Business Office to develop systems and processes consistent and compliant with IU and state mandated practices.

General Responsibilities

• Evaluates office production, revises procedures, or devises new forms to improve efficiency of workflow.


• Organizes office operations and procedures, such as creation of Word and Excel files, bookkeeping, and preparation of payrolls, flow of correspondence, filing, requisition of supplies, and other office services.


• Oversees opening, sorting, and routing of incoming mail, answers correspondence and prepares outgoing mail.


• Monitors the use of office supplies and equipment; reorders items as required.


• Ensures that office procedures and policies are being maintained and communicated.


• Compiles, copies, sorts, and files records of office activities.


• May perform other duties related to maintaining an internal website and/or working with social media.

Qualifications



Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.


EDUCATION



Required

• High school diploma or equivalent (such as HSED or GED)

WORK EXPERIENCE



Required

• 2 years of relevant experience

Preferred

• 3 years of office experience

SKILLS



Required

• Proficient communication skills


• Effective interpersonal skills


• Excellent organizational skills


• Demonstrates ability to maintain confidential information


• Demonstrates excellent judgment and decision making skills


• Ability to simultaneously handle multiple priorities


• Maintains a high degree of professionalism

Preferred

• Proficient in Microsoft Office Suite

Working Conditions / Demands



This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.



Work Location



Bloomington, Indiana



Advertised Salary



$35,360.00 per year



Benefits Overview



For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance


• Dental insurance


• Health Savings Account with generous IU contribution


• Life insurance, LTD, and AD&D options


• Base retirement plan contribution from IU, subject to vesting


• Additional supplemental retirement plan options


• Tuition benefit for IU classes


• 10 paid holidays per year


• Generous Paid Time Off


• Paid Parental Leave


• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.



Job Classification



Career Level: Intermediate


FLSA: Nonexempt


Job Function: General Administration


Job Family: Administrative Generalist
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Posting Disclaimer



This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.


If you wish to include a cover letter, you may include it with your resume when uploading attachments.



Equal Employment Opportunity



Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.



Campus Safety and Security



The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.



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